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Purchasing & Warehouse Services

Frequently Asked Questions

When do we need to submit the IRS W8 Form?
Anytime a new international vendor is set up in the purchasing system a W8 form is required.

Who is authorized to make commitments for the Sonoma County Jr. College District?
Only the Board of Trustees, and those designated by the Board. All acquisitions of goods and services require either purchase order or a contract issued by the Purchasing Department. Suppliers, who deliver goods or services without a purchase order or a contract, do so at their own risk. Please contact the Purchasing Department at (707) 527-4422 if in doubt about proper authorization.

How does my firm get on a bidder's list?
At the present time, the District does not maintain formal bidder's lists. A supplier can indicate their interest in becoming a vendor to the District by sending a formal letter on company letterhead to the Purchasing Department. The letter should clearly indicate what goods or services the vendor proposes to supply to the District. The Purchasing Department will review letters on record and obtain quotations from those vendors whose letters indicate an ability to supply the good or service desired.

What is the qualification process to become a vendor for the District?
The District has no formal qualification process for general suppliers of goods and some types of services. However, there are stringent insurance (and licensing) requirements for building trade’s contractors and suppliers of professional services such as engineering and consulting.

I'm a small business owner and new to public agency purchasing. Where can I get help?
The Purchasing Department is always available to assist businesses in learning more about the public purchasing process. We recognize that at times the process can be overwhelming -particularly for a small business. If we are unable to assist you ourselves, we can refer you to some excellent local resources.

Do I need to make an appointment in order to make a sales call?
Yes, we encourage you to call in advance for an appointment. That way you can make the best use of your time and be certain that you are speaking with the buyer who specializes in the goods or services you wish to provide to the District.

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Last Modified: May 5, 2014

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